Overview

D207 is currently using Google Apps for Education and will soon be migrating from Groupwise to Gmail.  Please bookmark or follow this site and page for the most current information regarding the migration.

On Friday March 19th we will be changing our email system from Groupwise to Google Apps for Education.  This is the same system you currently use to access Maine 207 Google Documents through http://sso.maine207.org.  This change offers many benefits to our district including increased reliability, ease of use, accessibility, increased storage,and mobility at a lower overall cost.

When this change occurs your email address and password will remain the same while all messages in your mailbox, email folders and messages in them, contacts, and calendar events will be migrated to Google Apps. We have put together a resource that offers all of the details, FAQ's, tutorials, and documents associated with this change here: 
http://sites.google.com/a/maine207.org/d207-google-apps-and-gmail/home.

The change is planned for spring break because we need about 10 days to move everyone's mail from Groupwise to Google. We also wanted to make this change when staff would be able to come back to work and get help or have =
their questions answered.  Here is an approximate timeline of the 
migration steps:
When this change occurs your email address and password will remain the same while all messages in your mailbox, email folders and messages in them, contacts, and calendar events will be migrated to Google Apps. We have put together a resource that offers all of the details, FAQ's, tutorials, and documents associated with this change here: http://sites.google.com/a/maine207.org/d207-google-apps-and-gmail/home.

The change is planned for spring break because we need about 10 days to move everyone's mail from Groupwise to Google. We also wanted to make this change when staff would be able to come back to work and get help or have =
their questions answered.  Here is an approximate timeline of the 
migration steps:
The change is planned for spring break because we need about 10 days to move everyone's mail from Groupwise to Google. We also wanted to make this change when staff would be able to come back to work and get help or have =
their questions answered.  Here is an approximate timeline of the migration steps:
Today: you can see the Gmail inbox by logging into http://sso.maine207.org. Do not use this to send or receive messages until 3/19.
Friday March 19th after school:
    • Gmail is turned on and is fully functional
    • All new incoming messages will go to this inbox
    • All old messages in Groupwise will start showing up over the next week
    • Groupwise will not be accessible
While the migration is going on you can retrieve an old Groupwise email that you might need through the mail vault athttp://mailvault.maine207.org.
After spring break help/training sessions will be offered in each building (times to be announced later)

We know that a there is no good time to make a large change like this.However, the long term benefits, in both usability and cost, make this the appropriate move for our District. If you have any questions please first visit the FAQ page, if your question isn't answered on that page please 
contact me directly.  
We know that a there is no good time to make a large change like this.However, the long term benefits, in both usability and cost, make this the appropriate move for our District. If you have any questions please first visit the FAQ page, if your question isn't answered on that page please contact me directly.  

March 8th: (sent out to each building staff with specific building information)


Good Afternoon,
 
Beginning March 19th, the District will be migrating from GroupWise to Gmail during the week of Spring Break. We've coordinated the training times listed below in an effort to provide you with the best transition experience possible. Participating in these drop-in sessions will give you a head start in utilizing some of the cool features of Gmail.
 
B.G. - Before Gmail
Beginning Monday March 15th through the 19th, a member(s) of the Tech Staff (including Tech Coaches, Instructional Tech Coordinators, and the Tech Team) will be available in the Teacher Resource Center from 7:00-7:45 am and during lunch periods 4th, 5th, & 6th.
If you're able to drop-in, here's what you'll learn....
How to login and access your Maine 207 Gmail account - http://mail.maine207.org (this link does not work right now, but will be active soon)
How to access your Gmail Inbox and some of the basic features of Gmail.
How to access your Google Calendar.
And other tips to make the transition go smoothly for you.
 
A.G. - After Gmail
Beginning Monday March 29th through April 2nd, a member(s) of the Tech Staff (including Tech Coaches, Instructional Tech Coordinators, and the Tech Team) will be available in the Teacher Resource Center from 7:00-7:45 am and during lunch periods 4th, 5th, & 6th.
If you're able to drop-in, here's what you'll learn....
How to compose and send a message.
How to organize your Inbox.
The difference between folders and labels.
How to access your previous GroupWise appointments and add new appointments.
 
Additional Training Resources to help you get started...
 
Of course feel free to contact me for additional assistance and questions.

March 10:


Good Evening,

After 4pm on Friday March 19th we will begin copying your mail, contacts, and, calendars to the Maine 207 gmail system. Over the next week we need you to look at your Groupwise account and prepare it for migration. Taking a few simple steps will help to ensure that your account transfers successfully on the first try. 

Today's note is on Email - others will follow this week on calendar and contacts. 

We will be moving nearly everything in your mailbox, including attachments.

Cleaning: 

Folders that Do Not Transfer:

Items that will not transfer
    • Messages larger than 25 megabytes (including attachments) 
    • Messages flagged with viruses 
    • Messages that contain files with an .exe extension (even if zipped)

Folder Settings that Will Skip your Mailbox (your mailbox will be skipped completely - no messages will transfer)

  • Any account with a folder nested 10 deep
    • Folder 1
      • Folder 2
        • Folder 3 - If the set of folders (including the cabinet folder) goes down 10 levels your account will be skipped
  • Groupwise accounts with more than 1800 folders
  • Any folder that contains the following characters (please rename the folder to eliminate the symbol)


SymbolSymbol NameKeyboard Location
/Forward Slash/ (under ?)
\Backslash\ (above Enter)
(Open ParenthesisShift+9
)Closed ParenthesisShift+0
{Open BraceShift+[
}Closed BraceShift+]
[Open Square Bracket[
]Closed Square Bracket]
"QuotesShift+' (left of Enter)
%PercentShift+5
*AsteriskShift+8
#Number Sign (pound, hash)Shift+3
&AmpersandShift+7
Folder Settings that Will Skip your Mailbox

  • Any account with a folder nested 10 deep
    • Folder 1
      • Folder 2
        • Folder 3 - If the set of folders (including the cabinet folder) goes down 10 levels your account will be skipped
  • Groupwise accounts with more than 1800 folders
  • Any folder that contains the following characters (please rename the folder to eliminate the symbol)


 March 12:


Everyone must read point #1 in this message.
 
This email wraps up several loose ends in the migration to the new email system. Resources to help you in the move are here.

1. Password Changes: Next Thursday evening everyone's password for Novell, Groupwise, Eduphoria, MailVault, and Google Apps will be reset.  Your password will become:
    • First letter of your first name + first letter of your last name + last 4 digits of your social security number (Henry  Thiele 123-45-6789 becomes HT6789).
    • This will be your password for all of the systems for the duration of the migration
    • When we return from spring break you will be able to reset your password through Novell or call Kristy Edwards at x8075. This password will continue to work until you choose to change it. Within an hour of changing your password it will sync up with all systems.
    • During and after   this process your username and email address will remain the same.

2. Shared Calendars and Resource Calendars in Groupwise: If you currently manage a shared calendar on Groupwise that keeps track of a room or resource please fill out this form. We will move the information on that calendar over to a new Google calendar over spring break.

3. Messages over 25mb: Check out this document prepared by Neil Charlet that explains how to search for large messages in Groupwise. These will not transfer to Gmail.

4. Priority in Migration Que:  All 12 month administrators and their assistants will be at the front of the line to be migrated. This should ensure that individuals in the office over beak will have messages in their inbox on Monday.
 
5. Mobile Devices: Use the browser in your mobile device to go to: http://m.google.com. Beginning Friday March 19th you will be able to log in using your temporary password. This is how anyone can access email through a mobile device.
 

March 17:


Good Afternoon, 

Today's email will cover calendar, callpilot (voicemail), and what will happen to Groupwise access.

1. Calendar: All of your calendar entries and notes will transfer. Tasks will not. For other specific questions please check out the Calendar FAQ and Calendar Help Page.

2. Callpilot (Voicemail in your Email) will work slightly differently. (detailed directions with screen shots are available here)
  • When someone leaves a voice mail you will receive an email telling you who called and their number (if applicable).
  • You will then need to go to http://mycallpilot.maine207.org/mycallpilot/ to log into your messages online (you can do this from anywhere now).
  • Use your Phone number and your voicemail (phone) password to login.
  • Click the tab that says "CallPilot Messages" to see and play your messages.
 
You can log into the online voicemail system today. Alert messages will start coming in after the migration.

3. What will happen to Groupwise and web access?
  • Starting Friday at 4pm you will no longer be able to send or receive email from Groupwise.
  • Web Access will be disabled and will no longer function.
  • Groupwise client will remain active during, and shortly after, break - you will be able to open up the client (using your temporary password) and view old email, calendar, and contacts.
  • In Early April, Groupwise will no longer be accessible through the client and the Groupwise system will be removed.

It is important to note that at no point during the conversion will any mail, calendar entries, or contacts be deleted. We are copying over all of this information to the new system.

One more note: There is still time to attend a training session!

Please contact me if you have any questions. 

March 18:


Good Morning,

Today's installment about the migration covers preparing your contacts and a reminder about the password change.

1. Contacts - any of your individual contacts in your personal address book will automatically be migrated. Your personal address book is usually labeled by your username (hthiele) or by another name that indicates it is yours (Hank Thiele). The name doesn't really matter, the program will know which one is yours. 

Other address books like Frequent Contacts, or those shared with you by others, will not move
If you would like to have some, or all, of the addresses in the other address books migrate over please follow the directions  that are attached on how to move contacts into your personal address book. There is already a District 207 address book in the new system, so you will be able to find all 207 staff members, and do not have to move the main Groupwise address book.
Groups inside address books will move if they consist of individual namesGroups made of groups will not transfer (see attachment) and will need to be recreated in the new contact system. 
 
2. Password ChangesToday at 4pm everyone's password for Novell, Groupwise, Eduphoria, MailVault, and Google Apps will be reset.  Your password will become:
  • First letter of your first name + first letter of your last name + last 4 digits of your social security number (Henry  Thiele 123-45-6789 becomes HT6789).
  • This will be your password for all of the systems for the duration of the migration
  • When we return from spring break you will be able to reset your password through Novell or call Kristy Edwards at x8075. This password will continue to work until you choose to change it. Within an hour of changing yourpassword it will sync up with all systems.
  • During and after this process your username and email address will remain the same.

If you have any problems with your password tomorrow call x8075 and we will have a team of tech staff standing by, starting at 7am, to help.
 
There are still good seats available in your building's training sessions today and tomorrow.
 
Have a great day,

March 19:


Good Afternoon,

Thank you all for hanging in through this whole process and for actually reading all of the emails.

We had about 50 people with password problems this morning and we were the cause for almost all of them.  If we asked you this morning to use a different password than the one based on your social security number, please use the one we gave you this morning.

Remember this password will be the one you use until we let you know you can change it.

Today after 4pm you will need to log into email through http://mail.maine207.org. All new incoming and outgoing mail will come through the new interface (Groupwise will no longer allow mail to go in or out). All old mail will show up sometime over break.

Once again, thank you for working with us and have a great break!

March 19: (4:30pm)


Welcome to Maine 207 Gmail!

All of your new email will be sent here now. 

Old mail is on its way soon!

If you are looking to have some fun with your new email click on settings in the top right hand corner and check out the labs.

Thanks for all of your patience and enjoy a well deserved break.

March 25:


Good Morning,

I hope everyone is enjoying a relaxing break. I wanted to take a quick moment to let you know how the migration is going.

At this point nearly everyone's old email has been migrated over to the new mail system. There are about 50 people left that had errors in their accounts, like symbols in their folders, that we are correcting and re-migrating. This should all be completed by tomorrow.

We are still working on moving calendars and contacts. We expect to have this started soon, and we expect it to move quickly once started. I will let you know when the process is complete and your calendar and contacts should be moved over.

Please let me know if you have any other questions or concerns.

March 26:


Good Afternoon,

We have some good news and some bad news.

Good News first- 
    • All email is currently working 
    • 1425 mail accounts have all old mail moved (About 50 accounts still need some TLC from us to move mail - if you are one of the 50 it is probably not your fault)

Bad News -
    • Calendar and Contacts are not moved yet - We have hit a snag.
      • Long story on this one - (here is the short version) - we had a program prepared to move Calendars and Contacts, but Google changed their code. We are working on the fly to correct ours, but we might not be done with the whole process by Monday.
    • Until Calendar and Contacts move we cannot allow password changes
So, we will probably not have Calendar and Contacts moved by Monday. You will still be able to open Groupwise Client to view this information (Groupwise will not send out or receive any email). 

We hope to have this all corrected soon. We apologize for the delay and inconvenience.

One more piece of Good News - there are still a few days of break left.

Please contact me with any questions or concerns.

March 29:


Good Morning and Welcome Back,

We are still working on calendar and contact migration and we will update you on this later in the day. 
Groupwise is still available for Calendar and Contact look-up (it will not send or receive mail).

We have put together a site that allows you to ask questions, vote on popular questions, and post responses on the new Google tools.
     This is running on a new tool that is part of our Google Apps suite (Google Moderator Help is here: http://www.google.com/support/moderator/).
We will watch it throughout the next few days and answer common questions that come up.

Please continue to use the helpdesk for any tech that is not working correctly

Each building is also offering further training and troubleshooting today. Check your building announcements and prior training emails for details.

Have a Great Day!

April 7:


Good Afternoon,

We are near completion of the migration.  Here is the status report:

    • Nearly all email accounts have transferred (about 10 left that we are still working on)
    • All contacts and calendars at East and South have transferred - West should be completed sometime today
    • We have identified what has caused the Internet slow downs (the web content filter) and have been working with the programmers to fix it. We have nearly eliminated the problem and this will stop happening very soon.
    • We expect to allow password changes beginning next Monday.
Now that contacts have moved over we have put together 2 documents to help you with contacts, personal groups, and shared (user-created) groups. 

Personal Contacts:
    • Some of your personal contact groups may not have transferred. This is for a variety of reasons. In these cases the name of the contact group came over empty. The attached instructions demonstrate how to add individuals to these lists.
    • Some of your contacts may still contain addresses with @maine207.k12.il.us or "SMPO.SDOMAIN", "EMPO.EDOMAIN" these contacts will no longer work and need to be edited to have @maine207.org suffixes. Directions are in the attachment as well.
Groups (shared mailing lists/ discussion boards):
    • There is a new feature in Google Apps that allows for shared mailing lists you can find this feature at the top left had corner of the email screen under "More" then "Groups"
    • This allows you to create discussion boards that can be used as mailing lists
    • Groups get their own email address - so you can email a bunch of people from a single address like name.groups@maine207.org

The attachments cover both these topics in detail.


Please let me know if you have any questions.

April 8th


Good Morning,

As part of the change from Groupwise to Gmail we have changed our Spam filter and Mail Archive to a product called Postini. It serves both of these functions and is superior to the other products we were using.

I have attached instructions of how to log in and use the message center to access the spam quarantine and access the new mail archive. Old messages that were archived in Groupwise are still available at http://mailvault.maine207.org. We hope to eventually move these over to the new system as well.

Please contact me with any questions.

April 9th:


Good Morning,

We have created a District 207 Classifieds Group to allow all 207 staff to be able to list items for sale, giveaways, or services available. This is an opt-in group, so you will only receive emails about classifieds, you join and you can leave the group at any time, and you can decide how often you receive emails from the group. 

The group is only accessible to Maine 207 staff and can be found at 

Instructions for joining the group and posting are attached. 

Please contact me with any questions.

April 12:


Good Morning,

For those of you missing 2 Groupwise features:

Nested
If you enable this feature and haven't changed your labels from Groupwise - they will nest just like they were.
Make sure the "Hide Read Labels" lab is off before turning this lab feature on.
Sneak Peek: A quick view of a message. Right click on a message to peek at it without having to go all the way into it.

Google added them to labs on Friday, so they are brand new features. You can access labs through settings - labs in your email (this does not work on older browsers like IE7).

Labs are experimental features in gmail and may change before they become a permanent part of the product. However, they are like free upgrades and are usually useful tools. If you haven't checked out labs yet, it is worth looking at.


You don't get these features unless you choose to though labs.

Have a great week.


April 16:


Good Evening,

By now everyone's mail, calendar, and contacts have been migrated.  If you have any problems with email, calendar, or contacts please submit a helpdesk ticket and a member of the tech staff will help you ASAP. We plan on allowing password changes early next week.  Please discontinue from using Groupwise for any reason - it will soon go offline.

Please contact me with any general questions. New features are listed below.

Hank

New Version of Google Docs

There is a brand new version of Google Docs available that includes a bunch of features including a better interface, real time collaboration, better import of Word documents, a more functional editing interface and much more. Read about the changes here: http://googleblog.blogspot.com/2010/04/next-generation-of-google-docs.html

If you want to use these new features you have to enable them

Capture.PNG

New Email Feature

Drag and drop attachments: Instead of clicking on "Attach a file”, drag the file onto the compose window to attach the file. For now, drag and drop attachments works for Google Chrome and Firefox 3.6 only.

New Calendar Feature

Calendar invitation: Compose a new message and click on the new link “Insert: Invitation”. Click on that link and a small window appears that displays your availability as well as that of the people you're emailing provided you have permission to see their calendars. Click “Insert Invitation” and this adds a preview to your email message. Sending the message adds the event to your calendar and your friends’ calendars.
Calendar invitation: Compose a new message and click on the new link “Insert: Invitation”. Click on that link and a small window appears that displays your availability as well as that of the people you're emailing provided you have permission to see their calendars. Click “Insert Invitation” and this adds a preview to your email message. Sending the message adds the event to your calendar and your friends’ calendars.

April 19:


Good Afternoon,

I would like to take a moment to thank everyone for their patience throughout this entire process. I know that changing a key communication system in the middle of the year is challenging. However, you have all responded admirably and have jumped right in successfully.  I would like to especially thank the technology staff and teacher leaders that have helped everyone through the migration.  

Now that we are finished, you may now begin changing your password through Novell. Within 5-10 minutes of changing your password in Novell it will change across other systems including Email and the Google Tools, Eduphoria, Novell, old email vault, Postini, and netstorage (The following do not change: SIS, Gradebook, Apecs, personnel portal, and callpilot). Until the change makes it through all of the systems you may have to try both passwords until you get in.

Instructions are attached for resetting your password. This must be done at school through Novell. If you have any problems, or are not at school (on leave etc.) please request help through the helpdesk (http://intranet.maine207.org) under helpdesk and "account or password requests".

In a couple of weeks Groupwise will go offline. Please let us know through the helpdesk if something didn't make it's way over to Google and you need assistance. 

Thanks again, and have a great day.